Human Resources Coordinator

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.
The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.
We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

Reporting to the Director, Human Resources, the Human Resources Coordinator provides comprehensive administrative, operational, records management, and project support to the Human Resources (HR) Department. The position provides high-level administrative support to the HR Director and coordinates a broad range of HR activities, including employee lifecycle processes, reporting, records management, employee and labour relations activities, and departmental projects and initiatives.
As the department’s Records Coordinator, the position ensures confidential HR information and records are maintained in accordance with legislative and corporate requirements. The role requires strong organizational and communication skills, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities while supporting the effective delivery of HR services across the organization.
This is a full-time, permanent position. The salary range is: $57,439.20 – $68,268.20.

RESPONSIBILITIES

1. Human Resources Administration:
• Provide high-level administrative and operational support to the HR Director, including calendar management, meeting coordination, correspondence, Visa reconciliation and expense reports; confidential documentation, and preparation of reports and presentations.
• Serve as a key administrative resource within Human Resources, coordinating day-to-day HR activities and ensuring timely follow-up on priorities, action items, and employee-related matters
• Respond to employee and management inquiries, including the HR inbox providing information on HR policies, procedures, programs, and processes or directing complex matters to the appropriate HR advisor or leader.
• Liaise with internal departments and external service providers on HR-related administrative matters while maintaining professionalism and confidentiality
• Coordinate HR meetings, committees, and working groups, including booking rooms; room preparation (i.e.: teams; zoom set up); preparing agendas and meeting materials, recording minutes, tracking action items, and ensuring follow-up.
• Research and summarize information to prepare HR reports, spreadsheets, correspondence, briefing materials, presentations, and other documentation to support HR planning and decision-making.
• Support HR projects, policy updates, process improvements, audits, and organizational initiatives as assigned by the HR Director.
• Monitor HR deadlines, compliance requirements, and outstanding employee-related actions, escalating issues or risks to the HR Director as appropriate.
• Ensure HR administrative processes are efficient, accurate, customer-focused, and aligned with organizational policies, collective agreements where applicable, and employment legislation.
• Create, maintain and update organization charts for monthly posting to the intranet site.
2. Department Records Coordinator (DRC)
• Maintain confidential employee files, HR records, databases, and electronic documentation in accordance with organizational policies, privacy requirements, and applicable legislation.
• Prepare, maintain, update, and close all Human Resources records (including employee files and subject disperse files) electronically. This includes the full life cycle of documents within our records management criteria.
• Coordinate and implement department level information management activities including monitoring data assets throughout their lifecycle.
• Verify data assets have been classified, retained, and disposed of, in accordance with the Corporate Classification & Retention Schedule.
• Promote and educate on corporate information management practices.
• Communicate department information management business requirements to the Information Management Coordinator.
• Support and coordinate the Year End Destruction of records.
3. Administrative Support for Occupational Health and Safety; Total Compensation; Labour and Employee Relations and Advisory Services:
• Support the delivery of Total Compensation and HR advisory services, including coordination of compensation-related inquiries, position and salary information, employee changes, and related documentation.
• Draft correspondence as requested for offer letters; salary changes; acting assignments.
• Completing mail merge for mass letters for salary grid changes or collective agreement ratifications and ensuring letters are loaded into HRMS system accurately.
• Assist with the collection, validation, and preparation of HR data and metrics for reports, dashboards, workforce planning, and management decision-making.
• Coordinate employee lifecycle processes, including onboarding, transfers, promotions, leaves, terminations, and other employment changes, ensuring accurate documentation and timely communication.
• Assist with employee relations matters by coordinating documentation, maintaining confidential records, scheduling meetings, tracking follow-up actions, and supporting the HR Director with investigations and resolution processes.
• Provide administrative support for Occupational Health and Safety (OHS) programs, including incident documentation, reporting, tracking, committee coordination, training records, and follow-up on corrective actions.
• Exercise a high degree of discretion when handling sensitive employee relations, compensation, health and safety, and personnel information.
4. Event Coordination
• Plan and organize the events such as the Winter Social, Service Award Luncheon, Safety Retreat, and other events as requested.
• This includes booking of facilities and caterer, master of ceremonies, guest speakers and coordinating with other departments for their assistance (i.e.: Facilities, Culture, Communications, etc.)
• Coordination of invitations, awards, certificates, trophies.
5. Other Duties
• Provides back-up support for the Administrative Assistant, Human Resources
• Back up for coordination with Asset section for security of access cards regarding activation, deactivation, and destruction.
• Understand and adhere to City policies, procedures and standards, whether written or implied, as amended from time to time.
• Contribute to a positive safety culture by acting in a safe manner at all times and complying with City safety policies for staff and contractors.
• Act as a steward of the City's Corporate Culture by following the “Values We Live By”.
• All employees shall act in a safe manner at all times and will report any unsafe conditions, procedures or acts for the benefit of the City. Continual adherence to the City Safety Policy is mandatory.
• Employees are expected to stay current on WHMIS and other safety-related procedures.
• Perform other job-related duties.

QUALIFICATIONS

REQUIRED QUALIFICATIONS:
• Post-secondary Certificate or Diploma in Human Resources, Business Administration or equivalent.
• A minimum of three (3) years related experience.
• A combination of education and experience may be considered.
• Advanced knowledge of MS Word, Excel, and editing skills and ability to use mail merge.
• Excellent organizational and time management skills, with the ability to prioritize multiple responsibilities and meet established timelines in a fast-paced environment.
• Strong administrative and coordination skills, with a high level of accuracy and attention to detail.
• Demonstrated professionalism, discretion, and sound judgment when handling sensitive and confidential employee information.
• Strong customer service and interpersonal skills, with the ability to respond effectively and professionally to employees, leaders, and other stakeholders.
• Excellent written and verbal communication skills.
• Strong research, analytical, and problem-solving skills.
• Experience preparing policies, procedures, briefing notes, correspondence, and/or reports.
• Ability to work effectively both independently and collaboratively within a team-oriented environment.
• Ability to exercise initiative, sound judgment, and discretion in managing competing priorities and resolving day-to-day issues.
• Demonstrated ability to contribute to a positive, respectful workplace culture and support departmental and organizational objectives.
ASSET QUALIFICATIONS:
• Working knowledge with an electronic based records management system such as CM9.
• Experience using AVANTI; Service Manager, and OrgPlus.
COMPETENCIES:
Thinking & Acting Strategically - Forward-thinking. Sees the big picture and imagines the future. Links long-range visions, strategies, and concepts to daily work. Aligns personal actions and initiatives with customer needs, and with organizational priorities and direction. To think and act strategically requires an understanding of our organizational direction, as well as the internal and external factors that influence decision-making.
Building Influential Working Relationships - Strengthening and developing working relationships and strategic alliances that are founded on ethics, trust, and guided by our corporate values of respect, leadership, accountability, communication, and integrity.
Optimizing Performance & Results - Reaches for excellence for oneself, one’s team, and the organization. Determined and focused on achieving outcomes that align with organizational goals. Creates goals and priorities that maximize resources while using an enterprising, resourceful approach to deliver outcomes and achieve customer expectations. Maintains accountability for results.
Growing Talent & Workforce Capacity - Honouring the individual differences that make each person unique. Being curious and committed to listening, reflecting, and learning. Developing individual and workforce capabilities to enhance the organization’s capacity to accomplish strategic goals, enhance program and service delivery, and provide an exceptional customer/client experience. Contributes to a learning and teaching culture.
Fostering Innovation & Steering Change – Creates an environment for transformation. Advances the City through improvement based on innovation and guides the associated change. Uses the skills, attitudes and behaviours needed to produce new or improved programs and services to meet current and future needs of our customers, our organization, and our community.

CONDITIONS OF EMPLOYMENT

CONDITIONS OF EMPLOYMENT:
• Class 5 Driver’s License.
• Must obtain a satisfactory review of a three-year Driver’s Abstract, with a maximum of six demerits.
• Criminal Record Check Clearance
WORKING ENVIRONMENT:
• Monday to Friday.
• Hours of Work: 8:30am to 4:30pm.
• Overtime may be required.
• Limited travel may be required.
• Working in an office environment.
• Exposure to noise levels that may exceed 85 decibels.

NEXT STEPS

• You must apply through this portal to be considered. We do not accept applications through other forums.
• Only those candidates selected for further consideration will be contacted.
• Candidates may be interviewed as applications are received.
• The posting may be used to staff other permanent or temporary vacancies.

WHY WORK FOR US?

• Competitive annual salary
• Pension
• Medical & Dental Benefits
• Life Insurance
• Wellness Initiatives
• Work/Life Balance
• Recognized General Holidays
• Leave Options
• Flexible Work Arrangements
• Positive Work Atmosphere
• Employee Awards
• Volunteer and Fundraising Opportunities
• Professional Development